School Secretary - Competitive Pay

Appendix A

Description of School

Located in Bayan Lepas, Penang, Straits International School offers a rich and broad British curriculum for ages 3 till 16 years old; with a dynamic approach to learning and school life – founded on high-quality pastoral care, two-way communication with parents, and a commitment to provide value-added programmes, along with all the academic support our students need to grow healthily in all spheres.  

The school was acquired by the International Schools Partnership (ISP) in October 2021, and we are part of a growing and globally-recognised group of 60 international schools located in 17 countries all over the world and is committed to a learning-first culture of 'getting better’. 

Key benefits 

• A culture of engagement and trust, where staff contributions are recognised and valued.
• A passionate and motivated team of professionals who put children at the heart of decision-making.
• An embedded whole campus commitment to professional development and a commitment to serving others.
• A peer network of like-minded teaching colleagues and support from non-academic staff. 
• Access to expertise, best practice sharing and learning opportunities across countries and cultures. 
• A commitment to employee well-being. 

ISP Principles

Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding and Health & Safety issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Are financially responsible. We make financial choices carefully based on the needs of the children, students and our schools.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

ISP Malaysia - Straits International School

School Secretary Profile

Purpose of Role 

• Responsible for assisting the Campus Principal and Management, responds to inquiries from visitors, parents, students and staff through a variety of means, whether through appointment, over the phone or electronically, and maintains file and records, prepares and distributes documents, input data into computer system and compile data for documentation. 

Report to 

• Parent Liaison & PA to Senior Leadership Team & Campus Principal

Key Responsibilities

• To maintain a welcoming environment and deliver appropriate hospitality to visitors, parents, students and students.
• Dealing with queries from parents/visitors
• Answering phone calls in a pleasant manner and directing them to the respective staff member
• Filter all telephone calls for the Campus Principal 
• Respond promptly and effectively to telephone enquiries
• Assist teachers and students to make external phone calls as and when required
• To receive and disseminate post and parcels
• Greet all incoming students, families and guests respectfully and professionally
• Assists in all aspects of maintaining a professional front office service
• Ensures reception area is clean and pleasant at all time. Deals with Maintenance Department to report cleaning need at reception area as and when required.
• Assists in school events outside of school hours as and when required
• Organises and runs the late student system
• Effectively perform all other duties as assigned by Campus Principal
• Coordinate the co-curricular activities (CCA) with teachers, external vendors, Admin and Finance
• Coordinate School Trips booking with teachers, Admin and Finance and submit the School Trips online application with MOE
• Responds to admission enquiries in the office from parents and visitors to the school
• Acts as support for all admin functions as and when required during peak periods
• Coordinate Rooms/MPH/Library/etc Booking
• Managing Locker arrangement and duplication of the lost keys. 
• Carry out other tasks as assign by the Campus Principal

Requirements

Education: Bachelor Degree or equivalent

Experience: Previous experience in an office or administrative role preferred

Skills: 

• Strong organisational and time management skills.
• Excellent communication skills, both verbal and written in especially English and Mandarin.
• Proficiency in basic computer skills and office software.
• Attention to detail and accuracy in handling paperwork and data entry.
• Ability to maintain confidentiality and discretion.
• Customer service skills for interacting with students, parents, and staff.
• Flexibility to adapt to changing priorities in a school environment.

ISP Leadership Competencies 

You consistently demonstrate and role-model the ISP Leadership Competencies in all that you do. 

1. Collaboration. Takes an active part in leading their school or region; is cooperative and a genuine team player, developing positive, supportive relationships with colleagues to solve problems and maximise opportunities.

1. Learning & Getting Better. Continually demonstrates personal commitment and passion for learning and getting better using evidence and feedback; supporting others in their continual learning, development and growth.
2. Innovation Leadership. Is good at creating an environment where ideas for learning initiatives and services are generated and is able to motivate and inspire others through the process of creation through to completion.
3. Outcome driven. Can be counted on to find solutions. Is consistently looking to exceed goals and is focused on KPIs.
4. Resilience. Can deal with setbacks and challenges calmly and effectively.
5. Community Focus. Is committed to meeting and exceeding the needs and expectations of our students and their families.
6. Integrity & Ethical Management. Has the ability to work ethically and with integrity; helps others feel valued; upholds and models the ISP Vision, Purpose and Principles.
7. Leading & Inspiring Others. Supports, encourages and inspires students, colleagues and teams so that they give their best.
8. Understanding People. Is a very good judge of talent, can objectively articulate the strengths and motivations of people inside or outside the organisation.
9. Influencing & Communication. Consistently informs, influences and inspires students, parents and colleagues through timely and effective communication.
10. Agile. Responds and adapts to changing circumstances; manages and solves problems by providing solutions in a climate of ambiguity.
11. Strategic, Commercial & Financial Awareness. Has the ability to apply understanding of the business and industry to improve effectiveness and profitability.
12. Planning & Decision Making. Makes decisions on the best course of action and then plans, organises, prioritises and balances resources to achieve the desired outcome.
13. Diversity & Equity. Has the sensitivity, awareness and skill to understand the values, behaviours, attitudes and practices across cultures that supports all children and adults to learn and work effectively.

ISP Commitment to Safeguarding Principles 

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history. 

ISP Commitment to Diversity, Equity, Inclusion, and Belonging 

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.